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Finance Committee - 03/04/2020 Page 13
ON THE QUESTION

Jeff LaFleur, Superintendent Solid Waste

Thank you Mayor, thank you Committee. This is my annual expansion that | do at the landfill every year for our
gas expansion to collect all the gas to help with emissions and any odor controls. You see that this is a
change order to, | did a change order one in the fall for a header replacement that had failed. We just barely
have them coming in now, we had to wait for our funding. They are in now, so by me doing a change order
two, | am actually saving us a mobilization charge anywhere from $20,000.00 to $40,000.00. That’s why | did it
this way. SCS Contractors have historically been our lowest bidder for any of our gas expansion projects so
that’s why | justified going with them with a change order just to get this project moving and saving us the
$20,000.00 to $40,000.00 mobilization charge.

Mayor Donchess

Discussion?

Alderwoman Kelly

Thank you, can you just explain what mobilization charge is for people who don’t necessarily know?

Mr. LaFleur

Yes sorry, mobilization charge, that would be all the equipment needed to do the work. So they bring in

excavators, backhoes and trucks, tractors, whatever they need to do the work. That would be the mobilization
charge and it’s fairly high expense every time we have them come in just to get that equipment mobilized.

Alderwoman Kelly
So you are saying they are already there?
Mr. LaFleur

They will already be here, that’s why by doing the change order, I'll be saving that money. Instead of having
them demobilize and then remobilize.

Alderwoman Kelly

Yeah that makes more sense, thank you.

Alderman Klee

Thank you very much. This system here that we have the gas collection and control system, as you pointed
out it is to control odor and the emissions that come out. This gas is it recycled to be able to use for energy or
anything of like that nature.

Mr. LaFleur

Yes absolutely, we have a company that is at the landfill, EPP, Energy Power Partners. They take the gas

from the landfill, they generate electricity and then we get a certain percentage of that back. I’m not sure of the
exact percentage but they are using landfill gas to generate electricity and put it back out to the grid.

Finance Committee - 03/04/2020 Page 14
Alderman Klee

Just one more thing. So what you are saying is that we are actually kind of getting revenue from this too but
we don’t know off-hand what that kind of revenue is?

Mr. LaFleur

That was a contract that was done throughout the City.

Mayor Donchess

| don’t think we get revenue because there was a dispute with the prior contractor and it was a very serious
dispute over their performance. | am trying to think of who that was.

Mr. LaFleur

It was Foristar.

Mayor Donchess

There was a dispute about the quality of their work, who was supposed to pay for the improvements, all those
kinds of things. And it was compromising the system and there were odors escaping so it was quite a problem.
And there was litigation in the US District Court over this contract. So our current contractor came in and
agreed to pay off | believe the number was $500,000.00 to the previous contractor. Now this was 5 or 6 years
ago, when | was an Alderman | remember, pay off the previous contractor and settle the litigation and take
over the contract. | think the agreement was, at that point, that in consideration for the fact that they paid out
$500,000.00 to settle the matter for us, they get the revenue from the gas | think.

Alderman Klee

Thank you.

Alderman O’Brien

Thank you for taking my question. Any of this work that is going on now we will be keeping a leather eye on
the future project of the expansion of the DPW Facility where we may have the ability to have a combination
system of propane and the gas that we are collecting, the methane from the landfill So if anything doing it is
now is the time to kind of look at that and try to see if there is anticipation of the future. Would it be now or in
the future?

Mr. LaFleur

Yes sir. We are actually talking with EPP the company that is using the gas to make electricity to come up with
some ideas. What would be beneficial for us? | don’t think we will ever use the gas that is coming out but we

will use the heat from the engines that are generating electricity to help the new DPW facility.

MOTION CARRIED

Finance Committee - 03/04/2020 Page 15

From: Dan Kooken, Purchasing Manager
Re: Contract for Single Stream Recycling — Amendment #2 — Two Year Extension (Value: Not-To-
Exceed $400,000) Department: 168 Solid Waste; Fund: Solid Waste

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE
AMENDMENT #2 FOR SINGLE STREAM RECYCLING - TWO YEAR EXTENSION - IN THE AMOUNT OF
$400,000 TO CASELLA RECYCLING LLC. FUNDS ARE AVAILABLE IN DEPARTMENT 168 SOLID
WASTE; FUND: SOLID WASTE

ON THE QUESTION
Mr. LaFleur

Thank you again, Jeff LaFleur, Superintendent of Solid Waste. This is the extension to the contract for the
single stream recycling. | have done some research looking around and it seems like we have a very fair
agreement with Casella right now. In fact to the extent that if we were to go out to bid, we may not have
anyone else bid on the project because the pricing is so high. The Director and | actually sat down with the
members of the company and discussed the options with them and we feel very comfortable at where we are
at right now and we’d like to extend it for two more years.

We don’t see any changes in the markets, | mean they are going up and down, but very little. So there isn’t
really great hope with recycling, so | think this is the best option for us right now.

Alderman O’Brien

Thank you, at the meeting the other night, being the liaison to Public Works you did discuss that we are doing
something with the glass which is one of the highest weight in order to ship that out, Casella could probably
have it and could you explain that we are getting some benefit back and what we are using the glass for?

Mr. LaFleur

Yes absolutely, we started taking glass from Casella at $16.00 a ton to help offset the cost of recycling. As you
know last year we had to ask for an amendment to the contract for $120,000.00. This year we don’t foresee
having to ask for any extra cash on that by us taking the glass in. The glass is actually being used in our
setback where we need to have hundreds of thousands of yards of backfill material. DES gave us the approval
to use that back there. So | took the opportunity to start taking in more glass to help off set the cost of
recycling. | also went to DES and we got glass approved as a daily cover, so | can take in a little bit more
glass to cover our trash; | have to cover trash every day, 6 inches of cover material over it, the glass is an
acceptable cover material now. So that is helping us out with the offset for the recycling.

Alderman Klee

Thank you. | kind of mentioned to you prior to this meeting that up in the State House they are looking at
pulling out the glass and as you mentioned that for and with the mandate for DOT to be using it in the streets
and so on. When we talked, | guess | am still questioning, we are not separating the glass here? Is Casella
separating it and then brings it back, is that how that would work?

Mr. LaFleur

That’s correct.

Alderman Klee

So we are still doing the single stream?

Finance Committee - 03/04/2020 Page 16
Mr. LaFleur

Yes.

Alderman Klee

We are not separating because it would be two collections and so on.

Mr. LaFleur

Exactly.

Alderman Klee

And it would cost us, so we are still doing the single stream, they extract it and then they return it to us so we
can use it in this manner, is that correct?

Mr. LaFleur

Yes, exactly.

Alderman Klee

Thank you.

MOTION CARRIED

From: Dan Kooken, Purchasing Manager

Re: Purchase of Hayes Pump, Fairbanks Pump Northgate Pump Station (Value: $30,307) Department:
169 Wastewater; Fund: Wastewater

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT TO ACCEPT, PLACE ON FILE, AND AUTHORIZE THE

PURCHASE OF HAYES PUMP, FAIRBANKS PUMP NORTHGATE PUMP STTAION, IN THE AMOUNT OF

$30,307 TO HAYES PUMP, INC. FUNDS ARE AVAILABLE IN DEPARTMENT 169 WASTEWATER; FUND:

WASTEWATER

ON THE QUESTION

Mayor Donchess

Mr. Boucher, go ahead.

David Boucher, Waste Water Superintendent

Good evening, this is for a purchase of a pump for our north gate pump station, it is the largest pump station in
the City. It services the part of the west side of Nashua, off of Campton Street. This would be utilized as a
back up pump. Currently we have a new pump in the pump station and an old pump which is kind of on
borrowed time. We need another pump as a standby for this facility. There is a long lead time on these
pumps. The facility is due for upgrades as part of our Phase II which is a little ways out. So when it does come
time to upgrade the pump station, the cost of the pump station would be minus this cost because this is the
pump that would be going in in that future upgrade.

Finance Committee - 03/04/2020 Page 17
Alderman O’Brien

Probably would be nice to mention | kind of sweated bullets with it, I’m sure you did too. But can you say what
happened this summer? We did have a failure of one pump and we were relying on one pump and | would
guess it would make a bloody mess if that one pump did fail. So this is prudent to think ahead like this.

Mr. Boucher

You are right. This is a pump station that pumps sewage under the Nashua River to the other side | think
Shore Street without that pump you don’t pump anything and things back up and you are right, it wouldn’t be a
pretty sight.

Alderman O’Brien

And follow up if | may. That pump station is adjacent to a clean waterway too so it needs to run perfectly.

Mr. Boucher

Yeah all the pumps stations are in pretty sensitive locations. But yeah you are correct.

MOTION CARRIED

UNFINISHED BUSINESS — None

NEW BUSINESS — RESOLUTIONS - None

RECORD OF EXPENDITURES

MOTION BY ALDERMAN HARRIOTT-GATHRIGHT THAT THE FINANCE COMMITTEE HAS COMPLIED
WITH THE CITY CHARTER AND ORDINANCES PERTAINING TO THE RECORD OF EXPENDITURES
FOR THE PERIOD FROM FEBRUARY 14, 2020 TO FEBRUARY 29, 2020

MOTION CARRIED

GENERAL DISCUSSION - None

PUBLIC COMMENT - None

REMARKS BY THE ALDERMEN

Alderwoman Kelly

Just quickly wanted to thank everyone involved in the paving program. | know it’s a big undertaking and | think
it is really important that the City has put together this program. | ask everyone’s patience as we move through
it. | Know it’s not always the easiest thing, but | think you really get to see those benefits. So thank you.

NON-PUBLIC SESSION — None

Finance Committee - 03/04/2020 Page 18

ADJOURNMENT

MOTION BY ALDERMAN KLEE TO ADJOURN
MOTION CARRIED

The Finance Committee meeting was adjourned at 7:50 p.m.

Alderman Linda Harriott-Gathright
Committee Clerk

7:00 pm

FINANCE COMMITTEE
MARCH 4, 2020

City Hall Auditorium — 3 Floor

ROLL CALL

PUBLIC COMMENT

COMMUNICATIONS

From:

From:
Re:

From:
Re:

From:
Re:

Tim Cummings, Economic Development Director
Notice of Change in Contract for Professional Fundraising Consulting Services with Full Circle
Consulting — Adding an additional 2 months of contract length and $8,000 in compensation

Dan Kooken, Purchasing Manager
Contract for Downtown Parking Study (Value: Not-To-Exceed $83,900) Department: 166 Parking
Operations; Fund: General

Dan Kooken, Purchasing Manager
Contract for 2020 Paving Program — Contract 1 (Value: $4,014,750) Department: 160
Admin/Engineering; Funds: Bond and Trust and 169 Wastewater; Fund: Bond

Dan Kooken, Purchasing Manager
Contract for 2020 Paving Program — Contract 2 (Value: $4,262,734) Department: 160
Admin/Engineering; Funds: Bond and Trust and 169 Wastewater; Fund: Bond

Dan Kooken, Purchasing Manager
Contract for 2020 Sewer Replacement Program (Value: $1,497,993) Department: 169 Wastewater;
Fund: Wastewater

Dan Kooken, Purchasing Manager
Contract for 2020 Landfill Gas Collection and Control System Expansion — Change Order 2 (Value:
$287,565) Department: 168 Solid Waste; Fund: Bond

Dan Kooken, Purchasing Manager
Contract for Single Stream Recycling — Amendment #2 — Two Year Extension (Value: Not-To-
Exceed $400,000) Department: 168 Solid Waste; Fund: Solid Waste

Dan Kooken, Purchasing Manager
Purchase of Hayes Pump, Fairbanks Pump Northgate Pump Station (Value: $30,307) Department:
169 Wastewater; Fund: Wastewater

UNFINISHED BUSINESS - None

NEW BUSINESS — RESOLUTIONS

NEW BUSINESS — ORDINANCES

RECORD OF EXPENDITURES

GENERAL DISCUSSION

PUBLIC COMMENT

REMARKS BY THE ALDERMEN
POSSIBLE NON-PUBLIC SESSION

ADJOURNMENT

THE CITY OF NASHUA “the Gate City

Economic Development

To: James Donchess, Mayor
From: T. Cummings, Economic Development Director
Ce:

Date: February 25, 2020
Re: Notice of Change in Contract for Professional Fundraising Consulting Services with Full

Circle Consulting — Adding an additional 2months of contract length and $8,000 in
compensation

The Office of Economic Development issued RFP 0265-040618 to request proposals for
professional fundraising services to the City of Nashua, through the Officer of Economic
Development related to raising private capital for the future Performing Arts Center.

This memo is being provided to update and provide notice to the Finance Committee that Full
Circle Consulting’s contract has been extended for additional two months starting in March and
will continue on through until the end of April. The basic scope of work and terms have not
changed. This is the 2" Amendment to the contract extending the length and adds an additional
$8,000 to the total contract. The source of funds for this project comes from the Downtown
Improvement Committee Trust Fund.

Thank you.

22.

23.

24.

25.

26.

modify such infringing materials, concepts, products, or processes so they become non-
infringing, or to obtain the necessary licenses to use the infringing materials, concepts,
products, or processes, provided that such substituted or modified materials, concepts,
products, or processes shall meet all the requirements and be subject to all the terms and
conditions of this contract.

FINAL ACCEPTANCE Upon completion of all work under the contract, Professional
Engineer shall notify the City of Nashua in writing of the date of the completion of the
work and request confirmation of the completion from the City of Nashua. Upon receipt
of the notice, the City of Nashua shall confirm to Professional Engineer in writing that the
whole of the work was completed on the date indicated in the notice or provide Professional
Engineer with a written list of work not completed. With respect to work listed by the City
of Nashua as incomplete, Professional Engineer shall promptly complete the work and the
final acceptance procedure shall be repeated. The date of final acceptance of a project by
the City of Nashua shall be the date upon which the Board of Public Works or other
designated official accepts and approves the notice of completion.

TAXES Professional Engineer shall pay all taxes, levies, duties, and assessments of every
nature due in connection with any work performed under the contract and make any and
all payroll deductions required by law. The contract sum and agreed variations to it shall
include all taxes imposed by law. Professional Engineer hereby indemnifies and holds
harmless the City of Nashua from any liability on account of any and all such taxes, levies,
duties, assessments, and deductions.

NON-WAIVER OF TERMS AND CONDITIONS None of the terms and conditions of this
contract shall be considered waived by the City of Nashua. There shall be no waiver of
any past or future default, breach, or modification of any of the terms and conditions of the
contract unless expressly stipulated to by the City of Nashua in a written waiver.

RIGHTS AND REMEDIES The duties and obligations imposed by the contract and the rights
and remedies available under the contract shall be in addition to and not a limitation of any
duties, obligations, rights, and remedies otherwise imposed or available by law.

PROHIBITED INTERESTS Professional Engineer shall not allow any officer or employee
of the City of Nashua to have any indirect or direct interest in this contract or the proceeds
of this contract. Professional Engineer warrants that no officer or employee of the City of
Nashua has any direct or indirect interest, whether contractual, noncontractual, financial or
otherwise, in this contract or in the business of Professional Engineer. If any such interest
comes to the attention of Professional Engineer at any time, a full and complete disclosure
of the interest shall be immediately made in writing to the City of Nashua. Professional
Engineer also warrants that it presently has no interest and that it will not acquire any
interest, direct or indirect, which would conflict in any manner or degree with the
performance of services required to be performed under this contract. Professional
Engineer further warrants that no person having such an interest shall be employed in the
performance of this contract. If City of Nashua determines that a conflict exists and was
not disclosed to the City of Nashua, it may terminate the contract at will or for cause in
accordance with paragraph 8.

In the event Professional Engineer (or any of its officers, partners, principals, or employees
acting with its authority) is convicted of a crime involving a public official arising out or

GC 11 of 13